Check finalization, attendance, credited minutes, and the active requirement first. Then trace the service back to the plan version.
School-based OT resource library
Guides for managing your school-based OT caseload.
Start with the problem in front of you. Find help with a schedule that will not fit, group documentation, COTA review, service minutes, plan changes, or progress reports.
See how the plan, week, sessions, and reports work together.
Track required and completed minutes, update a changed plan, and know what needs attention next.
See the full workflow → SchedulingFind out why a service did not fit in the week.
Set up availability and school-day rules, review unscheduled services, and decide what to change before accepting the draft.
Read the scheduling guide → DocumentationDocument a group without repeating the whole note.
Enter shared session details once while attendance, minutes, goal observations, and responses stay individual.
Read the documentation guide → OTR and COTA supervisionChoose a COTA review policy and work through the queue.
See what the OTR reviews, how requested changes return to the COTA, and when minutes are ready to count.
Read the supervision guide → Progress and reportsTurn dated goal observations into a progress report.
Compare like measurements, keep task and cueing details, follow up on consultations, and write your clinical summary.
Read the progress guide → Security and release boundaryLearn who can see student records and how names are protected.
Review MFA, field encryption, role and assignment checks, traceable history, and the production gates still required.
Read the security guide →Choose a guide
Start with what is not working today.
Choose the question that sounds most like your caseload right now.
Separate a data gap from a true collision. Review eligibility, windows, effective dates, locks, groups, and travel before changing the schedule.
Look at policy, assignment scope, review cadence, recurring correction themes, and how returned work gets back to the OTR.
Inspect whether observations share a measure and comparable conditions. Then write the finding, evidence, limits, and next decision.
Create a new effective-dated version and review future schedule blocks. Do not rewrite the requirement that governed earlier service.
Start with the release boundary. A PII-ready foundation is not approval to use identified data, and the required operational gates remain in force.
Record guide
Use the right record when information does not match.
The product connects these records, but they do not become interchangeable.
Current service plan
The plan dates and service details show what the student needs.
Schedule draft
A constraint-checked option that has not changed the accepted week.
Accepted schedule
The current authorized plan for the week, with version history behind it.
Service record and student outcomes
Attendance, response, requirement, and credited minutes for the service date.
Completed service minutes
Eligible minutes from records that completed the required workflow.
Completed progress report
The dated source set and clinician narrative preserved as a report version.
Import checklist
Test the platform with synthetic data before adding student records.
A clean import is only the beginning. The stronger test is whether one synthetic student can move through the full record without a broken handoff.
- 01
Decide who can access the workspace
Confirm who owns the workspace, who supervises, how assignments will work, and which COTA review policy is permitted. Do not treat application controls as approval for production use of identified data.
- 02
Prepare the caseload CSV
Use the student name and, when available, a unique local ID. Confirm plan start and end dates. Put each service requirement on its own row with current frequency, period, minutes, delivery mode, credential, and location.
- 03
Check the file before importing
Run the import validation and resolve every row error. Repeated student rows must use the same name, local ID, and plan dates, and the file should contain only the records you intend to create.
- 04
Test one synthetic student
Add availability and blocked times, create a draft, accept it with an authorized account, document the session, complete any required review, and check the delivered minutes.
- 05
Test missed services and review corrections
Record an absence, return a COTA note for a specific change, void an incorrect synthetic session, amend the service plan with a new version, and restore an earlier schedule version.
- 06
Agree on the weekly team process
Decide who reviews the task list, who accepts schedule changes, when documentation is expected, when OTR review occurs, and how the team responds when a student falls behind on minutes.
- 07
Import the approved caseload
After the workflow and release boundary are confirmed, validate the real file and review the staged result before commit. Keep the district's official record requirements in place.
District policy
Use these guides with your district’s policies and procedures.
- Tracing a service from plan through reporting
- Finding contradictions in workflow source data
- Preparing a schedule draft and reviewing its exceptions
- Designing documentation and review handoffs
- Checking whether progress evidence supports a conclusion
- The official system of record
- Documentation content and timeliness requirements
- Service recovery and excused-minute rules
- OTR and COTA supervision requirements
- Identified-data approval, agreements, retention, and release
Test the platform
Use one scheduling, group documentation, or reporting problem to test the platform.
Product demonstrations use synthetic data and keep schedule changes in draft until an authorized user accepts them.